Preparing for committees

Agree together how the committee will work

• When committee work begins, explain clearly the difference between a chair and a regular member.
• Have the chair lead a discussion on how everyone wants to work together, including:
  • What tools and platforms to use
  • How decisions will be made
  • How to make sure everyone can contribute in an accessible way
• Ask these questions from the start to avoid problems later:
  • Which tools and platforms work best for everyone?
  • How should meetings be run and decisions made?
  • What are the best times and ways to communicate?

• Lack of clear and accessible onboarding process

Allocate a dedicated accessibility budget

• Ensure each technical committee has access to funds for essential accommodations (e.g., interpreters, captioners, accessible tools)
• Consider budgeting for administrative assistance or training on facilitation that centers inclusion

• No funding for accessibility accommodations

Ensure websites are accessible

• Test websites on multiple browsers and devices, including mobile phones and tablets.
• Offer help or support for users who encounter accessibility barriers.

• Involve people who use assistive technologies like screen readers, switch devices, or captioning tools in the testing and feedback processes.
• Test for keyboard-only access across all steps including registration, login, confirmation and uploading documents. If someone can’t complete the process without a mouse, it’s not accessible.
• Use plain and simple language
• Ensure all images have descriptive alt text for people who use screen readers.
• Use high-contrast colors for text and backgrounds
• Avoid relying on color alone to convey information.
• Make forms accessible, with clear labels, instructions, and error messages that screen readers can detect.

• Inaccessible registration systems
• Inaccessible feedback mechanisms
• Inaccessible digital collaboration tools

Host onboarding meetings before committee work begins

Co-chairs should meet with new members individually to:

• Introduce the structure and goals of the committee
• Clarify roles, expectations, and responsibilities
• Explain workflows, working culture and norms, and decision-making processes
• Identify any initial access needs and come up with a plan to meet them

• Difficulty receiving and communicating information
• Dominant “expert” culture
• Lack of clear and accessible onboarding process
• Lack of training and support for committee members
• Lack of training and support for chairs and facilitators
• People don’t start at the same place
• Unclear participation information

Plan for regular check-ins with new members

• Schedule regular check-ins during the first few months to help build comfort, confidence, and a stronger sense of belonging.
• Use this time to:
  • Answer questions about content, roles, and responsibilities
  • Help prioritize reading or focus areas
  • Troubleshoot any challenges or barriers

• Underestimated workloads
• Too much background information for new members
• People don’t start at the same place

Provide a welcome package for new members

Welcome packages can include the following:

• Committee member list and roles (who to go to for what)
• Overview of timelines and workflows
• Tools and platforms being used
• Key documents to read first
• Contact points for accessibility supports

• Provide documents, materials and technologies based on roles and responsibilities
• Provide information in flexible, small, digestible parts by using multiple shorter orientation sessions instead of one long session. This will give new members time to process the information and ask questions

• Difficulty receiving and communicating information
• Lack of clear and accessible onboarding process
• People don’t start at the same place
• Unclear participation information
• Too much background information for new members

Provide guidance and ongoing support to new members

• Pair members with a mentor or buddy so they can provide contextualized advice as well as help with navigating the committee work:
  • Match new members with more experienced or returning members
  • Consider matching members with someone who has similar lived experiences
• Offer one-on-one walkthroughs
• Provide visual aids or diagrams to explain complex processes or workflows.
• Hold an initial practice session for new members or those unfamiliar with the tools, technologies and procedures.

• Encourage a culture of shared learning and open questions.
• Set up a dedicated help contact (staff or advisor) for quick questions about accessibility or committee work.

• Lack of training and support for committee members
• No clear way to report problems or get help
• People don’t start at the same place
• Too much background information for new members